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HomeMy WebLinkAbout20-021 Adopting a Temporary Meeting PolicyResolution 20-021 RESOLUTION NO. 20-021 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, ADOPTING A TEMPORARY MEETING POLICY WHEREAS, on February 29, 2020, Governor Jay Inslee signed a Proclamation declaring a State of Emergency exists in all counties in the State of Washington due to the number of confirmed cases of COVID-19 in the State and directed that the plans and procedures of the Washington State Comprehensive Emergency Management Plan be implemented; and WHEREAS, pursuant to the Port Townsend Municipal Code 9.40.030, the Port Townsend Police Chief (or Emergency Manager as designee) is designated to administer the Emergency Management Organization; and WHEREAS, the City Manager and City Emergency Manager have reported to the Mayor of the City of Port Townsend that a state of emergency exists within the City of Port Townsend based upon the spread of the novel coronavirus (COVID-19) in Washington State; and WHEREAS, the Port Townsend City Manager and Mayor jointly signed a proclamation declaring an emergency on March 13, 2020, which was ratified by the Port Townsend City Council on March 16, 2020; and WHEREAS, the United States Centers for Disease Control and Prevention identifies the potential public health threat posed by COVID-19 as high and has advised that person-to-person spread of COVID-19 will continue to occur; and WHEREAS, the Washington State Department of Health has confirmed localized person-to-person spread of COVID-19 in Washington State, significantly increasing the risk of exposure and infection to the general public and creating an extreme public health risk that may spread quickly; and WHEREAS, on March 23, 2020, Governor Jay Inslee issued Proclamation by the Governor 20-25 "Stay Home — Stay Healthy" that ordered residents to remain home unless engaging in essential services or working in essential businesses or services; and WHEREAS, on March 25, 2020, the City Manager and the Mayor jointly signed a proclamation to implement temporary City policy changes in order to comply with Governor Inslee's "Stay Home — Stay Safe" Proclamation; and WHEREAS, the closure of businesses in the City of Port Townsend in response to the " Stay Home — Stay Healthy" orders has required changes in City services and staffing levels; and WHEREAS, the current public health crisis limits the ability of the City to engage the public in traditional public meetings, Resolution 20-021 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: Section 1. The City Council adopts the 2020 City of Port Townsend temporary meeting policy in substantially the same format as in the attached Exhibit "A." Section 2. The City Manager is authorized to take administrative actions consistent with this Resolution. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 4t" day of May 2020. Attest: Joanna Sanders, MMC City Clerk g4t-'4 Michelle Sandoval Mayor Approved as to form: i ......... ......... .....---_ ...-- . 11, cicli (a'c j:t' City ttor c Resolution 20-021 Exhibit A Page I of 2 Exhibit A GUIDELINES FOR NOTICING AND CONDUCTING OPEN PUBLIC MEETINGS DURING THE OPMA SUSPENSION PERIOD ESTABLISHED IN PROCLAMATION 20-28 ISSUED BY GOVERNOR INSLEE AND UNTIL JULY 1, 2020 On March 24, 2020, Governor Jay Inslee issued Proclamation 20-28, which waived and suspended any in-person meeting requirements of the Open Public Meetings Act (OPMA) through at least April 23, 2020. Governor Jay Inslee extended Proclamation 20-25 (Stay Home — Stay Healthy) through May 4, 2020. Pursuant to the OPMA Proclamation, the following restrictions and requirements are imposed for the conduct of any meeting under the OPMA, which shall include all meetings of the City Council and of City boards and commissions. ➢ All public meetings held pursuant to the OPMA are prohibited unless the meeting is not conducted in-person and instead provides an option for the public to attend. ➢ The option for the public to attend must include telephonic access with some arrangement for a call-in number similar to a conference call, which provides the ability for all persons attending the meeting to hear each other at the same time. ➢ Additional forms of access are allowed including electronic, internet or other forms of remote access. ➢ Regular meeting notices and any special meeting notices need to be issued with the remote access information. ➢ Meeting notice(s) will need to inform the public that, temporarily, their ability to attend such meeting(s) is remote only, and that in-person attendance is not permitted at this time. ➢ Public agencies are prohibited from taking any action during these meetings unless those matters on the meeting agenda are necessary and routine matters or are matters necessa to res and to the COVID-19 outbreak and the current public health emerenc r ➢ An agenda item is necessary if there is a legal obligation, advice or authority to take the action or if there is a legal or financial consequence for not taking the action. Action on the item should be postponed if the matter can wait. ➢ An agenda item is routine if the activity is routinely undertaken at a public meeting pursuant to regular procedures or policies. ➢ Public meetings should be postponed until a later date if possible and agenda items should be limited to necessary and routine matters. The guidelines set forth above do not apply to staff meetings or other meetings that are not governed by the OPMA. Such meetings not governed by the OPMA can be conducted by whichever type of remote access works best for the department/staff needs. Resolution 20-021 Exhibit A Page 2 of 2 Once the Governor's suspension of the OPMA meeting requirements is lifted, meetings will be held consistent with the OPMA, including a physical meeting location for the public to attend. However, use of remote technology such as telephone conference calls may still be used for members of the public, staff, and Council members attending the meeting in the same manner as allowed by the OPMA and the Council Rules of Procedure. The City will still have limited availability to hold public meetings. For this reason, until this policy is revoked, the City will limit its meetings to the following: Regular City Council Business meetings on the first and third Mondays of the 2. City Council Workshop Meetings on the second Monday of the month. 3. City Council Finance and Budget Regular Committee meetings held on the fourth Tuesday of the month. 4. Other Council committees, advisory boards, and commissions when the agenda include items: a. that will cost the City or other local municipal corporations to lose significant grant or other financial opportunities without action prior to July 1, 2020. b. that have statutory deadlines that require action prior to July 1, 2020. c. that require action prior to July 1, 2020 to protect significant public health or safety.